---
title: "How to Clean Up Files (Google Workspace)"
canonical: "https://help.nnu.edu/space/TMR/2511195/How%20to%20Clean%20Up%20Files%20(Google%20Workspace)"
format: markdown
---
> ❌ As of February 5, 2024, usage of the NNU Google apps is not supported by the NNU Information Technology Department. Please begin using Microsoft web apps.

## Description

It is always good to set aside a few minutes to clean up files in Google Drive and Gmail that you no longer need, especially large files.

## How to Clean Up Files

The fastest way to clean up files in Drive and Gmail is to search by file size.

| **In Google Drive:** | **In Gmail:** |
| --- | --- |
| 1. At [drive.google.com](http://drive.google.com), click on Storage on the left-hand side.
2. If the page is not already sorted by size, click “Storage used” in the header.
3. Delete any files that are no longer needed. (Reminder: Personal files should not be stored in your NNU Google Workspace account.) Deleted files will be removed from Trash every 30 days. | 1. Open the Advanced Search by clicking on the “Show search options” button at the right-hand side of the search bar.
2. Look for the option to search by size. Start by searching for items larger than 15 MB. If that doesn’t return results, decrease the number and try again.
3. Delete any emails that are no longer needed. Deleted emails will be removed from Trash every 30 days. |

## Export/Download Google Data

> ⚠️ Google Takeout is only available for students and alumni.

Alternatively, NNU students and alumni can utilize a feature called [Google Takeout](https://support.google.com/accounts/answer/3024190?hl=en) to download a copy of their data. This download can be used to import into a personal Google account. To start the process, navigate to [https://takeout.google.com/](https://takeout.google.com/) while signed into your NNU Google account.

## Frequently Asked Questions

<details>
<summary>Why do I need to clean up my files?</summary>

**File Cleanup**

For many years, Northwest Nazarene University has enjoyed unlimited storage in Google Workspace. However, in the coming months, Google will require NNU to pay for storage based on the amount being used. Because we’ve been saving everything, there is no accurate way to see how much storage we need, so we are asking users to clean up their files.
</details>


<details>
<summary>How can I see how much storage I'm using?</summary>

**Storage Usage**

In Gmail, you can find your storage usage by looking at the bottom left-hand side of the page.

![image](media://e693edc4-220e-463a-877a-44a01ac934f6)

<span style="color: #141827">In Google Drive, you can find your storage usage by looking at the left-hand side of the page. It’s displayed below Storage at the bottom of the menu</span>

![image](media://6453cbea-99a3-49ef-b0f7-eb00e2d7bc02)
</details>


<details>
<summary>I deleted several large files, so why hasn't my storage amount changed?</summary>

**Files in Trash**

Files deleted in Drive and Gmail are first moved to Trash. Trash is automatically deleted every 30 days, unless you do it manually. Until Trash is emptied, the deleted files will still be included in the storage amount.
</details>


<details>
<summary>Which file types count toward my storage?</summary>

**File Types**

Currently, Google file types (such as Docs, Sheets, Slides, etc.) do not count toward the amount of storage used. It is still a good idea to remove any files that are no longer needed, regardless of file type.
</details>